Managing Inventory is role dependent. Meaning, based on your role, you will have different functionality available. Viewing Inventory is both product dependent and role dependent. You must select the product you want to view and your role must be defined at some workflow level or you must be an administrator with Inventory Configuration or Inventory Management rights.

The Manage Inventory menu option allows you to do a variety of things, of course, based on your role. The two main functions of any inventory are:

  • Accept Products into Inventory
  • Release Products from Inventory

There are two ways to perform both functions mentioned above. You can accomplish both functions manually by picking the items you want to accept or release and then triggering the event, or you can simply scan the item and the system will either accept or release the scanned item. Of course, by scanning, you are guaranteed 100% accuracy. Picking your items and manually accepting or releasing does lend itself to human error.

Open inventory management from the web or on the mobile app. The app is the recommended option due to the more efficient user experience and barcode scanning capabilities which are not supported on Clinical Studio web.

TrialKit app: via the study configuration menu > Inventory and Product Tracking. This screen allows you to access all functions for managing your inventory. Keep in mind, the functions you have available are based on your role and permissions granted by the study Administrator.

Clinical Studio web: via the Subject menu:

The remainder of this article will use the TrialKit mobile app, but the functions and steps on the web will be the same.

1. Before doing anything, select a product/inventory to work with (item 1 in the image below). This is because there could be more than one product list being managed.

2. Then, select which action you need to perform - Incoming or Outgoing, depending on whether you will be accepting items you just received or releasing items that are being sent out.

3. Use the checkboxes to select which items to accept/release.

4. Optional: tapping an item in the list allows you to open the details and history for that item (shown further below).

5. Select which site the items are being sent to, or tap the button to accept the selected items - depending on the action being performed in step 2.

Releasing items to a site or accepting selected items, from step 5 above:

Product details from Item 4 above:

There are two main dispositions for product items in inventory; Waiting for Acceptance and In Local Inventory

When a product is released from inventory, it goes to the next workflow level and takes on the disposition, Waiting for Acceptance. Inventory can only be Accepted or Released by a user that has the same role as the workflow level of that inventory. At the Manufacturing level, on a user with the Manufacturer role can accept or release inventory. The manual method of accepting and releasing is described above, but there is also an option to scan items (assuming a barcode is available). 

This immediately changes the disposition and possibly the workflow level of the item. If the destination of the item is a Site based workflow level, you will be required to choose the site to which the item is being shipped.

Managing Product Items by Scanning

By using the Barcode Scanner on your mobile device, you can simply scan items into and out of inventory. The system knows the disposition of the item. Like manually managing items, if the destination workflow level is Site based, you will be required to choose the target site as well.

There are two ways of scanning items. The easiest is to select the Scan Item To/From Inventory menu option. Tapping that menu option navigates you to the Scan Item screen. From here simply place the barcode of the item in the barcode window. Your device will scan the barcode and the system will move that item into local inventory or release that item to the next workflow level. That is all there is to it. The system is tracking by barcode, so there is never an error with getting the wrong item. The system knows the current status and disposition of all items, so it simply moves the item to the next step in the distribution process. In the case of the image to the left, this item was scanned out of inventory and moved to the distribution workflow level.

You can also select the Scan Item to Inventory button form Manage Inventory screen. That will also allow you to simply scan your items.

Regardless of how you scan, when a user at the next workflow level receives the product, they can scan that product and it will place the product into that workflow level's local inventory.

Assigning a Product Item to a Subject

At the end of the inventory workflow is always the subject. The flow of products stops when be assigned to a particular subject. In order to do this, you must create a form or forms that contain drop-down fields that will be automatically populated with items that have been accepted into the site's local inventory.

To add a Product field to a form, go to the form builder and bring up the target form. Next drag out a Select field. Next tap the field, that selects the field. Now swipe to the Properties page. Go to the List Type property and drop down the list. You will see all of your products in the drop-down box. Select the product with which to populate the select field.

When your Site Coordinator goes into the form, all the non-assigned products in their local inventory will populate the select field. By selecting a product into a subject form, the product is assigned to the subject. It is highly recommended that you never have more than one product field per product. Since only a single product can be used on a subject and any one time, there should only be a need for a single product field.

Unassigning a Product From a Subject

In the same way that you assign a product to a subject, you can also un-assign a product from a subject. Simply clear the product field in the subject form and save the form. The system will un-assign that product from the subject and place the product back in the site's local inventory.

Product Tracking

The ability to know where every product is on an up to the minute basis is a very valuable tool. Product Tracker, allows you to view a report and depending on your role know where all your products currently reside. You can then take that data and export it out to Excel and email that XLSX file to anybody.

Run the Inventory Report from the Inventory Menu. If you are an administrator, you will see all the products. You can filter your list by a single product or get to more advanced filtering by tapping the Filter Icon, located in the upper right corner. Tapping the Export To Excel link takes you to the email page and allows you to email the report to anybody, including yourself. This allows you to put the report on any platform, easily. 

Finally, you can tap on any row and see a comprehensive view of any item, including the item's entire history.